Managing teams across different continents is a big challenge for any organization. The Novo Nordisk Haemophilia Foundation was facing this exact problem when administering its grant-making activities. Now, with teams in 3 different continents, they have no problem standardizing processes and keeping everyone in the loop. All of that with the help of Optimy, of course.
The Novo Nordisk Haemophilia Foundation (NNHF) was founded in 2005 in Switzerland. Being a grant-making, non-profit organization, NNHF aims to improve the quality of life for people with hemophilia and allied bleeding disorders in developing and emerging countries.
In collaboration with local partners in the country as well as international experts, NNHF develops and implements projects that have a real impact for people with hemophilia and allied bleeding disorders. The main goal of the organization is to provide proper diagnosis and care so hemophiliacs can have a near-normal life expectancy. NNHF has programs all over the world, and because of that, satellite teams are located in Mexico, Denmark, and soon Kenya.
The system of choosing applicants for grants is a thorough process in NNHF. The application form is divided into three different parts. Only those applicants that are within the NNHF focus areas can move forward and fill in the whole application. “This saves us a lot of time because we don’t have to review full applications of those people that don’t meet the requirements,” explains Xio Fong Vilaysane, Project Manager at NNHF.
Next, the application is reviewed, and the team member responsible for the region’s project writes a synopsis. This documentation serves as a pre-reading for the Council members prior to the council meeting that happens twice a year. The Council is the deciding body, they are the ones taking the call if a project gets approved or not. Once the decision is made, the team sends out approval or rejection letters to the applicant.
Since they started using the Optimy solution, NNHF has improved its internal communication and decision-making process. “All processes happen in one place, inside the tool. The really cool thing is that we can download files from the tool and have it collected for our council. It helps us standardize everything, and it’s great that we can check past projects easier,” describes Xio Fong.
According to her, getting the right information from applicants is also easier with Optimy: “I like that I can easily set up questions and layout based on the foundation’s needs. Having this freedom, however, the time used to set up these individual questions according to our needs should also not be underestimated. But seeing the value it brings to our project management process plus, the fact that our applicants really appreciate how easy it is to fill in the form makes it worth it”.
She also highlights that the fact that the Optimy solution is foundation-oriented helps in the whole process. “We thought of using internal software that could help with data collection, but it was not suitable for a foundation. We can see that the Optimy tool is created to adapt to foundations’ needs. Optimy helped us to be more aligned across our projects, and I like that it’s an online tool. With times we are living, the tool has a big positive impact on how we work as a team.”